State Human Resources (HR) facilitates the data stewardship of the central Human Resource Management System (HRMS) to monitor and enhance workforce data integrity. The goal is to ensure HRMS data is complete, accurate, and consistent for reporting and analysis purposes.

Data definition resources

• HRMS Data Definitions Resource Guide (10/9/24): HRMS fields as defined by OFM and the HRMS Data Stewards.

• Affirmative Action and Demographic Data Guide (2/8/24): Guide to coding fields on the Personal Data (0002) and Additional Personal Data (0077) infortypes in HRMS, including the Gender, Sex Assigned At Birth, Ethnic Origin, Ethnicity, Race, Military Status, Veteran Status, Disability, LGBTQ+, and Military Spouse fields.

• Date Adjustments Guide (2/24/23): Guide to calculating date adjustments.

• HRMS Data Validation Guide (12/6/23): Guidance and best practices on validating HRMS data to ensure complete, accurate, and consistent workforce data. 

• Home and Alternative Assignment Reporting Procedure (2/1/20): Procedure for entering and reporting home and alternative assignments in HRMS.

• Incentives and Awards Coding Guide (10/20/23): Guide to code and report incentives, awards, and other lump sum payments in HRMS.

• In-Training Appointments Coding Reference Guide (2/28/18): Guide to code in-training appointments in HRMS.

• Non-Employee Coding Reference Guide (5/3/13): Guide to code non-employee groups such as Work Study students, Pages, Retired Firefighters, Board/Commission members on stipend, Superior Court Judges, Ecology Youth Corp, Reservists, Emergency Firefighters, and National Guard in HRMS

• Non-Represented Management Coding Reference Guide (6/18/21): Guide to code non-represented management positions and employees such as WMS, EMS, Elected Officials, SOSA, and other civil service exempts in HRMS. 

• Organizational Management Relationships Coding Guide (3/23/23): Guide to code relationships on organizational management objects in HRMS. 

• Out-of-State Employee Coding Guide (9/10/24): Guide to code out-of-state employee payroll taxes in HRMS.

• Part-Time Employees Coding Reference Guide (3/5/20): Guide to code part-time employees in HRMS.

• Vacancy Indicator Guide (1/27/19): Guide to help select the appropriate responses to the "Delimit Vacancy?" and "Create Vacancy?" questions during certain personnel actions in HRMS.

Note: These documents will be continually updated as new fields and processes are defined.

Data definitions process

State HR subject matter experts (Rules, Classification/Compensation, Labor Relations, HR Analytics) work together with agency designated HRMS Data Stewards to:

• Identify HRMS data inconsistencies and propose solutions for data cleanup. These solutions may result in defining field options or documenting/refining processes. In most cases, agency data cleanup activities are required.

• Refine existing or develop new reports to meet business needs for actionable data.

• Provide recommendations for, and test, new HRMS coding and functionality.

• Maintain the HRMS Data Definitions Resource Guide documenting enterprise workforce data standards.

Data definitions, process updates, and data cleanup efforts are communicated to HR Managers, the Personnel/Payroll Association (PPA), and are relayed through OFM IT Services’ HRMS Communication process.

Related links

• HRMS Data Stewards - information on the HRMS Data Stewards' purpose, scheduled meetings, and current work.

• MyPortal - information on MyPortal, including general information and user procedures.

• Washington Workforce Analytics (WWA) - information on Washington Workforce Analytics (WWA) reporting solution, including job aids and other related resources.

• HRMS Support Hub - provides centralized guidance and resource materials for HRMS users.